• RECORDS MANAGEMENT

    All Student Records, including Special education and special services records (i.e., homebound, ELL, gifted/talented, etc.) are only maintained for five years following graduation, transfer, or withdrawal from Stafford County Public Schools.  After five years these records are destroyed in compliance with the Library of Virginia policy. If you believe any of these records may be needed in the future, we highly recommend obtaining copies before they are destroyed.

    We will be destroying 2013-2014 school records in July 2019.  If you would like a copy of your student's record, please notify the school by June 15, 2019.

    MISSION STATEMENTThe Records Management Office is firmly committed to excellence in all records management, forms management, student records, and document imaging services we provide to our "customers". Our primary goal is that all records, in all formats and media types, shall be efficiently created, managed, and retained to meet all legal, financial, auditing, administrative, research, and historical needs of Stafford County Public Schools.
     

    DESTRUCTION FORMS

    When any records disposal is considered, the Library of Virginia Records Retention Schedule must be consulted. Once records have met or exceeded the retention requirements and qualifications set forth in the retention schedule, the record series category can be destroyed. RM-3 forms must be completed and submitted to the Records Department prior to any records being destroyed.

    Library of Virginia Records Management Forms

    RETENTION SCHEDULES

    Records Retention Schedules are written standards for the retention and disposition of public records. These standards are based on the legal, fiscal, historical, and administrative value of the records. The Records Retention Schedule should be consulted during any records inventory process, any time the records are to be relocated, and any time records disposal is considered. The Library of Virginia is the state agency that regulates and approves records retention and disposal for all Virginia public agencies. All schools and departments are encouraged to review the records series and retention periods in the Records Retention Schedule and be guided by the requirements and qualifications that apply to your school's or department's records.

    Library of Virginia Retention Schedules

     

    FERPA

    The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

    Family Educational Rights and Privacy Act

      

    TRAINING


    These videos are designed to assist state and local government employees to understand and comply with their responsibilities under the Virginia Public Records Act (Code of Virginia 42.1-76 et seq).

    Library of Virginia - Video Tutorials

    SCPS POLICY - STUDENT RECORDS

    SCPS Management of Student Records


    REFERENCE MANUALS

    Library of Virginia Records Management Publications